Download Service Manual

Dear EACR-23 Partners,
On behalf of ECCO – the European CanCer Organisation, we are pleased to forward you the EACR23 Exhibitor and Satellite Symposia Service Manual.
Enclosed you can find detailed information on key dates, contacts, order forms and various additional
facilities and services for the organisation of your exhibition stand as well as your Satellite Symposium.
Thank you for observing the deadlines, rules and regulations in this manual.
Please share this information with staff in your company and all third parties that may be involved with
you in EACR-23. This manual is also available online on www.ecco-org.eu
If you have any further queries from the above, please do not hesitate to contact me.
We very much look forward to seeing you in Munich in July and wish you a successful Congress!
With kind regards,
On behalf of the EACR-23 operations team,
Caroline Nsenda
Conference & Registration Coordinator
Gertrude Kort
Senior Conference Coordinator
Key dates & deadlines
p. 4
Contact information
ECCO – the Congress secretariat
International Congress Centre Munich (ICM)
Accommodation
Kristal – the freight forwarding partner
p. 4
p. 5
p. 6
p. 6
p. 6
Plans (exhibition, access, general)
Exhibition plan
Access plan
General plan
p. 7
p. 7
p. 7
p. 7
Exhibition
Opening hours
Conditions of participation
Technical data
Stand construction
Stand activity and promotion
Build-up & dismantling
Freight forwarding
On-site handling options & hotel delivery of congress bags
Access to exhibition halls (all badges)
Exhibitor registration desk
Exhibitor service desk
Free congress material
Exhibitor badge order form
p. 8
p. 8
p. 9
p. 9
p. 10
p. 16
p. 20
p. 22
p. 25
p. 28
p. 30
p. 30
p. 31
p. 32
External Activities: Guidelines
p. 33
Print of abstracts
p. 34
Advanced Lead Retrieval for Exhibitors
p. 35
Industry Meeting Rooms
p. 37
Satellite Symposia
p. 38
KEY DATES & DEADLINES
05 March 2014
Abstract Submission closes
13 March 2014
Deadline to submit satellite symposia draft programme
14 April 2014
Deadline for exhibiting companies to submit company profile
and logo for insertion in the Proceedings book and online
14 April 2014
Deadline to submit satellite symposia final programme for
insertion in the Proceedings book
16 May 2014
Deadline to submit complete stand drawings
16 May 2014
Deadline to book accommodation
23 May 2014
Deadline receipt of payment and number of participants
for regular rate group registrations
Deadline receipt of full names, addresses and specialties
of all group participants
30 May 2014
Deadline to order lead retrieval systems (badge scanners)
without late penalty
6 June2014
Deadline to submit Satellite Symposium information for email
blast to EACR-23 delegates
17 June 2014
Deadline to order all exhibitor badges
Deadline to order ‘satellite symposium only’ badges
17 June 2014
Deadline to order services to avoid surcharges
4 & 5 July 2014
Exhibition build-up days
5 - 7 July 2014
Exhibition opening days
8 July 2014
Exhibition dismantling days
CONTACT INFORMATION
Congress secretariat
The EACR-23 Congress Secretariat can be reached at:
ECCO – the European CanCer Organisation
Avenue E. Mounier 83, B-1200 Brussels
Telephone: +32 (0)2 775 02 01
Fax: +32 (0)2 775 02 00
E-mail: [email protected]
Contact persons
Congress Operations
Gertrude Kort
[email protected]
+32 (0)2 775 02 41
Exhibition and Satellite Symposia
Caroline Nsenda
[email protected]
+32 (0)2 775 29 35
Registrations (groups & individuals)
Riitta Kettunen
[email protected]
+32 (0)2 775 02 01
Scientific programme
Rebekka Mattyasovszky
[email protected]
+32 (0)2 775 02 01
Congress centre
rd
The 23 Biennal Congress of the European Association for Cancer Research (EACR-23) will be held
at:
International Congress Centre Munich (ICM)
Messegelände
DE-81823 München, Germany
Telephone: +49 89 949-23410
For detailed information on the venue, please visit www.icm-muenchen.de
Contact persons
Project manager
Stefan Mohn
[email protected]
+49 89 949 23700
Catering management
On-stand delivery, Satellite symposia & hospitality suites
Hoffmann Gastronomie & Catering GmbH & Co. KG
[email protected]
Accommodation
Hotel accommodation at reduced rates for both individuals and groups can be booked at www.eccoorg.eu/EACR23.
All rooms are booked on a first come, first served basis. The deadline for hotel reservations is 16 May
2014. Bookings received after this date will be subject to availability. In order to benefit from reduced
rate, please clearly mention ‘EACR-23’ when making your booking.
We kindly ask you to contact the hotel DIRECTLY
Please do NOT contact the EACR-23 Congress Secretariat for this information
Freight forwarding partner
Kristal has been appointed at the official freight forwarding partner for EACR-23 and is offering a wide
range of services (see freight forwarding section further in this manual).
Contact person
Rita Breunig
[email protected]
+32 (0)2 753 07 30
PLANS & ACCESS
Exhibition plan
For latest status, electronic exhibition floor plans are available for consultation on:
http://www.ecco-org.eu/Events/EACR-23/Exhibition-Sponsorship.aspx
An updated exhibitor listing is also available on the Congress website.
Access plan
The Exhibition halls are easy to reach thanks to excellent road inks. The city itself also has an
extensive and clearly laid out public transport network.
Further information can be found on the ICM website: www.icm-muenchen.de.
General floor plan
For general floor plans of the Congress Centre and exhibition hall, please visit www.icmmuenchen.de.
EXHIBITION
Opening hours
Saturday 5 July 2014
Sunday 6 July 2014
Monday 7 July 2014
15:00 – 20:00
10:15 – 17:15
10:15 – 17:15
Conditions of participation
Appointed representatives
If an exhibiting company wishes to appoint an agent/stand builder to conduct its affairs at EACR-23,
the agent should be identified on the application form or separately in writing by a person with the
corresponding authority. Once appointed, the actions and communications of this agent/stand builder
will be treated as though from the exhibiting company. Contractual responsibility remains with the
exhibitor.
Congress and exhibition layout
ECCO as the EACR-23 congress secretariat reserves the right to deviate from the stand confirmation
and to allocate a stand in a different location, to alter the size of the stand, to re-locate or close
entrances and exits on the exhibition grounds and/or in the Congress Centre and to carry out any
other structural alterations providing it has a substantial interest in such measures.
Stand moves
ECCO reserves the right to make changes in the layout of the exhibition, as well as in the stand
assignment in the event that unforeseen circumstances make this necessary. Alterations to the
agreement will only be made after mutual consultation. If in such cases the interests of the exhibitor
are unreasonably impaired, the exhibitor may withdraw from the contract in writing within 1 week after
receipt of notification of the type of alteration. ECCO accepts no responsibility for any damage which
may result from such changes.
Subtenants and other represented companies
Sharing the allocated stand area with another company, regardless of whether this company is
representing by its own staff (subtenant) or only by its own exhibits (represented company), is not
permitted. This applies equally to companies with products or services aligned to a registered
exhibitor. Should a registered exhibitor wish to exhibit in association with another organisation, ECCO
will endeavour to offer additional exhibit space, where available, under normal conditions of sale.
If an exhibiting organisation has multiple corporate identities but shared ownership, the organisational
relationship must be made clear to delegates.
Transfer – even in part – of the rights and obligations arising from the rental contract to third parties is
not permitted.
Security and insurance
Neither the organiser nor its contractors shall be responsible for the safety of any exhibit or other
property of the exhibitor or any person. Neither the organiser nor its contractors shall be responsible
for the loss, damage or destruction by any cause of the exhibits or other property, or for loss, damage
or injury sustained by any exhibits or any other persons.
The exhibitor shall indemnify the organiser and its contractors to third persons, as a result of any act
or omission of the exhibitor, staff, agent or personnel hired on a temporary basis to staff the exhibition
stand. Since the organiser and its contractors will accept no responsibility for any of the foregoing
matters, the exhibitor should take out insurance to cover any loss due to theft or negligence, damage,
injury or liability. The exhibitor agrees not to pursue the organiser for any aforementioned risks.
TECHNICAL DATA
•
The exhibition accompanying EACR-23 will be held in Hall B0 of the ICM;
•
All rates cover floor space only and do not include the construction of a modular booth or other
extras. The minimum exhibition space is 9 square metres and must be minimum 3 m deep.
•
For some locations, companies renting separate spaces are allowed to visually link these up
by carpeting the aisles in-between, provided an additional rental rate of 30 % of the standard
rate is paid for the total surface of the aisle. No constructions of any description are allowed in
the aisles. Companies renting aisle space are allowed to brand the aisle carpet with the
company logo.
•
All services (water, electricity, telephone, compressed air, etc.) will reach stands via the
service ducts located in the floor. Connections to these services must only be made by ICM
(Order forms available further in this manual)
Hall information
•
The ceiling height is 4,50 m in Hall B0, with lower parts in the outer area of the hall at 4,10m .
•
•
•
The maximum building height is 4,00 m.
There is no day light in the exhibition area.
•
There are pillars in the hall BO. Please check the floor plan for more information about their
location.
•
The Exhibition hall is covered with wooden floor. It is not mandatory to carpet the exhibition
space. It is prohibited to attach screws or nails of any kind. Ensure that only textile
adhesive tapes with soluble adhesive are used. Only ICM approved carpet tape may be
used for carpet laying. It is available free of charge in the hall fitters’ office in Hall B0
(Tel.: +49/ 89/ 949 23320). These may only be laid in the direction of the wood structure grain
and must be removed in lateral direction with due care without damaging the wood.
•
The floor bearing capacity (net load) is 2,0t/sqm (20kN/sqm).
•
Power supplies and other utilities will be supplied into your stand via the floor.
•
Water connections are only available at certain points. Part of stands must fall on a duct to
allow installation
.
Suspension of banners/signage from the ceiling is not allowed.
•
STAND CONSTRUCTION
Stand design
Every exhibitor must submit an exact statement of the dimensions of their stand, as well as plans and
descriptions. Those companies renting a stand module from ICM should submit the package type,
dimensions & non-standard items such as display screens and catering areas.
This information must be sent to the EACR-23 Congress Secretariat by email to Caroline Nsenda at:
th
[email protected] before 16 May 2014.
The drawings must clearly indicate the planned layout, equipment and furnishing of the stand,
including the signage and visuals. Also indicated must be the location of power outlets, electricity
cables, moving parts, details of raised floors, water as well as telephone and ventilation installations.
Please supply:
– A scaled top view drawing
– A scaled side view drawing
– A 3-dimensional drawing (or photograph)
Indicating the various heights and the open/transparent spaces will, in principle, be sufficient. If special
construction is planned (information towers, moving parts, etc) additional information will have to be
submitted.
Responsibility to neighbouring stands
The EACR congresses are a long standing meetings series with a reputation of equity in its dealing
with all participants. The responsibility of ensuring a fair and balanced experience for all is shared by
all participants.
Each exhibitor is asked to consider, therefore, the impact of the stand construction on neighbouring
exhibits. If there is a danger of unfairly "blocking" another stand from view, even when adhering to all
other elements of these regulations, this should be mentioned when submitting plans. Failure to do so
would breach the spirit of the exhibitor's contract with ECCO and in such cases the exhibitor
responsible will be expected to make such changes as necessary at his/her own cost. In such cases,
the decision of ECCO will be considered final.
Approval
The EACR-23 congress secretariat will send an approval to the exhibitor and/or the exhibitor’s agent.
Only with this approval shall the stand be deemed eligible for construction.
NO APPROVAL MEANS NO PERMISSION TO CONSTRUCT THE STAND – RESULTING COSTS
ARE ENTIRELY AT EXHIBITOR’S EXPENSE
Any setup or installation, which does not comply with the standard specifications or with the designs
approved of by ECCO must be corrected by the exhibitor before the opening of the exhibition. Failure
to do so will result in correction being made by ECCO. All expenses for these corrections will be
payable by the exhibitor. EACR accepts no responsibility for damage caused by these corrections.
Exhibitors are strongly encouraged to consider potential stand activities such as demonstrations,
presentations, storage, hosted quizzes and hospitality when planning stand usage.
Shell scheme stands
Shell scheme stands provided by ICM will be uniform stands with uniform lettering, height and design.
Partition walls will be 2.50 m high, PVC-coated white with aluminium frames.
Constructed stand height
The maximum building height is 4,00m in Hall B0
STAND CONSTRUCTION
Stand design
Every exhibitor must submit an exact statement of the dimensions of their stand, as well as plans and
descriptions. Those companies renting a stand module from ICM should submit the package type,
dimensions & non-standard items such as display screens and catering areas.
This information must be sent to the EACR-23 Congress Secretariat by email to Caroline Nsenda at:
[email protected] before 7 May 2014.
The drawings must clearly indicate the planned layout, equipment and furnishing of the stand,
including the signage and visuals. Also indicated must be the location of power outlets, electricity
cables, moving parts, details of raised floors, water as well as telephone and ventilation installations.
Please supply:
– A scaled top view drawing
– A scaled side view drawing
– A 3-dimensional drawing (or photograph)
Indicating the various heights and the open/transparent spaces will, in principle, be sufficient. If special
construction is planned (information towers, moving parts, etc) additional information will have to be
submitted.
Responsibility to neighbouring stands
The EACR congresses are a long standing meetings series with a reputation of equity in its dealing
with all participants. The responsibility of ensuring a fair and balanced experience for all is shared by
all participants.
Each exhibitor is asked to consider, therefore, the impact of the stand construction on neighbouring
exhibits. If there is a danger of unfairly "blocking" another stand from view, even when adhering to all
other elements of these regulations, this should be mentioned when submitting plans. Failure to do so
would breach the spirit of the exhibitor's contract with ECCO and in such cases the exhibitor
responsible will be expected to make such changes as necessary at his/her own cost. In such cases,
the decision of ECCO will be considered final.
Approval
The EACR-23 congress secretariat will send an approval to the exhibitor and/or the exhibitor’s agent.
Only with this approval shall the stand be deemed eligible for construction.
NO APPROVAL MEANS NO PERMISSION TO CONSTRUCT THE STAND – RESULTING COSTS
ARE ENTIRELY AT EXHIBITOR’S EXPENSE
Any setup or installation, which does not comply with the standard specifications or with the designs
approved of by ECCO must be corrected by the exhibitor before the opening of the exhibition. Failure
to do so will result in correction being made by ECCO. All expenses for these corrections will be
payable by the exhibitor. EACR accepts no responsibility for damage caused by these corrections.
Exhibitors are strongly encouraged to consider potential stand activities such as demonstrations,
presentations, storage, hosted quizzes and hospitality when planning stand usage.
Shell scheme stands
Shell scheme stands provided by ICM will be uniform stands with uniform lettering, height and design.
Partition walls will be 2.50 m high, PVC-coated white with aluminium frames.
Constructed stand height
The maximum building height is 4,00m in Hall B0
Stand transparency
For island (4 open sides) and peninsula (3 open sides) stand types, ECCO requires that line of
sight through the stand be possible from aisle to aisle for at least 40% of the stand width when
viewed from each open side.
As an example of assessment criteria, high walled areas forming large storage rooms may
block neighbours unreasonably and in this case, will not receive approval.
Accepted stand types & aisle carpeting
Two-storey structures and not allowed. Arches, bridges or similar constructions connecting 2 stands
are not allowed, nor are L & U shape island stands.
For some locations, companies renting separate spaces are allowed to visually link these up by
carpeting the aisles in-between, provided an additional rental rate of 30 % of the standard rate is paid
for the total surface of the aisle. No constructions of any kind are allowed in the aisles. Companies
renting aisle space are allowed to brand the aisle carpet with the company logo.
Separation walls
All peninsula (3 open sides), corner (2 open sides) and in-line (1 open side) stands must be
separated from the neighbouring stand(s) by means of a separation wall. In principle, this
separation should be 2,50m high, and finished on all sides. The separation wall is considered
as part of the stand design and should be indicated on the stand drawings.
In case an exhibitor fails to supply and install necessary separation wall, ECCO will arrange for walls
to be erected (and floor covering to be laid, if necessary) at the exhibitor’s expense.
Back walls
The rear side of each stand shall be designed and decorated by the exhibitor to whom this stand
belongs, provided that the interests of the neighbours are not affected thereby. Walls constructed on
an open side should be visually appealing to adjacent exhibits – some suggestions include screens
with moving displays, scientific posters and colourful design and lighting. The backs of walls facing
neighbouring stands must be kept white, neutral and clean.
Open sides of a stand
Walls erected on the open sides of a stand must be 30cm inset from the edge of the stand,
must not be longer than 1/3 of the length of the stand and should be no higher than 2,50m.
It is not allowed to erect walls, glazing or other constructions on or within 30cm of the
perimeter of island stands. This also applies to the open sides of peninsula, corner and inline
stands. Stand should be fully accessible on all “open” sides. Requests to be partially
exempted from this rule should be submitted in writing to the organiser.
Keep aisles clear
Island stands are separated the width of an aisle from all neighbouring exhibits. Demonstration areas
may not be set on the aisle line of the exhibit; space must be left within the stand area for the
audience. Should the spectators interfere with the normal traffic flow in the aisle or overflow into
neighbouring exhibits, the presentation must be limited or stopped immediately. No objects, including
signs or advertisements, may project into the visitors’ aisles.
Positioning of the stand
Access to the doors, windows, fire alarms, hydrants, portable fire extinguishers, fuse boxes, line poles
and circulation must be kept free from obstructions at all times.
Stand flooring
The stand floor must be adequately covered, for instance with carpeting or carpet tiles. The floor area
of the stand cannot be covered with paint or glue. Carpeting must only be held in place by its own
weight on the floor or by adhesive tape. These items must be removed by the exhibitor at the end of
the exhibition. It is forbidden to place mortar directly on the floor, to nail with percussion tools or to
paint with spray guns.
Positioning of exhibits
The exhibitor is not allowed to place articles to be exhibited in a manner which, in the opinion of
ECCO, affects or hinders neighbouring stands, e.g. with regards to the visibility of the neighbouring
stands. Articles to be exhibited must be kept within the stand perimeter. The exhibit should pose no
danger to participants. Any structural or display element which does not satisfy the organisers and/or
the venue officials in terms of safety must be made safe or removed.
Presentations and quizzes
Companies wishing to arrange or sponsor sessions are invited to arrange a Satellite Symposium, as
detailed elsewhere in this Exhibitor Service Manual. Exhibition space is intended to display scientific
information on products and/or services; therefore positioning auditoria on stand areas is not
permitted.
This does not exclude companies from giving product based presentations, but the area set aside for
an audience should resemble a theatre – therefore no more than 10 seats should be provided and this
area should not be covered. It should be positioned well within the stand area (not less than 3 m from
the stand perimeter).
The focus of presentations should be product-related information and not presenters themselves.
Where Key Opinion Leaders are employed as presenters, their presence should be discrete and not
publicly advertised. The same rule should apply for areas dedicated to quizzes: they should be
positioned well within the stand area (not less than 3 m from the stand perimeter). All such activities
require the prior approval of ECCO.
Platform floors
The use of wooden platforms is recommended for stand with water piping and/or a lot of electrical
wiring; a stand construction agency will be able to advice on this matter. Since main supplies (water
points, drainage, electricity, phone and data lines, compressed air, etc.) are supplied over the ceiling,
from the hall walls or along the columns from the service duct to the exact location where the exhibitor
needs them, it is strongly recommended to use platforms for most stands.
Exhibitors who use such platforms should bear in mind:
• The platform must allow easy access to those in wheelchairs; part or all of the edges must be sloped
for this purpose on each open side of the stand.
• The maximum height allowed, measured from floor level to the top of the platform is 0,14 m without
protection by a balustrade of at least 1,1 m in height.
• The platform sides must be closed and neatly finished.
• The platform edges must be safe (secured shape and easily visible).
• Platforms should be placed within the perimeter.
• The platform must allow easy access to service points in case venue technicians require access.
Stand roofing
Stand walls and ceilings shall be made of classified fire-retardant materials, i.e., as good/better than
wood. Particle board, non-porous fibreboard, plywood, etc., are acceptable.
Fire-retardant materials must be approved according to one or more of the following classifications:
DIN 4102 or DIN EN 13501-1
Approval or certificates must be readily available at the display if it is not clear in any other way that
the material in question is safe. Type approval or certificates must be available at the stand, unless it
is made clear in some other way that the material can be approved. Cloth ceilings and other
decoration must be impregnated against fire.
Access to stand
Exhibitors are obliged to grant official supervisory staff and accredited representatives of the ICM
access to their stands. Exhibitors, their staff and all visitors to the exhibition must obey the instructions
of these officers. In the event of a fire or other hazard all those present must leave the endangered
area at once when directed to do so by a member of the safety and security staff.
Suspension points
It is forbidden by the organiser to hang or drop anything from the ceiling or walls of the ICM.
Air conditioning
Devices with hot air condensation are prohibited inside the halls.
Cleaning & refuse
Refuse collection
During exhibition opening times EACR congress secretariat will arrange for the general cleaning of the
venue and the aisles – that is, daily waste left by delegates. Exhibitors are responsible for cleaning
their own exhibit and disposal of waste generated before, during and after the event. Failure to comply
with this procedure shall render the exhibitor liable for the cost of clearance by ECCO or its contractor.
Exhibitors should manage (contract and pay for) their waste removal through ICM (see order form
further section in this manual).
“Wild tipping” or disposing of bulk waste within fairground without payment will be considered a
serious violation of these regulations.
IMPORTANT: Unattended rubbish left in aisles during exhibition opening hours will be removed at the
exhibitor’s expense.
Fire and safety regulations
Any goods on your stand will constitute part of your stand and will be subject to these regulations.
General materials
Stand construction, installation of materials and poster supporting structures should be sufficiently
stable to ensure public safety. Exhibit cases and displays should be sanded down/finished to ensure
that they will not inflict cuts. Clear glass elements should display warning signs at eye level.
Stand walls
Stand walls shall be made of classified fire-retardant materials, i.e. as good as or better than wood.
Particle board, non-porous fibreboard and plywood are acceptable. The use of synthetic materials
(e.g. polystyrene, polyurethane, rigid foam, expanded polystyrene, etc.) which produce large amounts
of soot when they burn is only permitted with the prior permission of the Fire Department.
Decorative materials
Fire-retardant materials must be approved according to one or more of the following classifications:
DIN 4102 or DIN EN 13501-1.
Approval or certificates must be readily available at the display if it is not clear in any other way that
the material in question is safe. Type approval or certificates must be available at the stand, unless it
is made clear in some other way that the material can be approved. Cloth ceilings and other décor
must be impregnated against fire.
Smoking ban
Smoking is prohibited in all public indoor areas, including privatised areas of exhibit space.
Flammable products
Notification of the handling and installation of flammable products should be given well before the
event. This should be complete the form 1.2 and return it to ICM via email at: [email protected]. The storage and use of compressed gas and/or liquid gas in the exhibition halls or on
the exhibition grounds is not allowed. Balloons filled with flammable gas are not permitted within halls
(the only authorised gas is helium). Welding and spraying work within the confines of the exhibition
premises is prohibited. Only fireproof adhesives may be used for glue work within the exhibition
premises.
Open fire
The use of open fire or unprotected flames is prohibited.
Pyrotechnics
Explosive or pyrotechnical articles must neither be used nor taken onto ICM’s area, either indoors or
outdoors, without written permission from ECCO and the MMG (www.feuerwehr.muenchen.de).
Hot work
Hot work such a welding, soldering, cutting, and circular-motion grinding, drying, heating or work over
naked flame is not allowed within the ICM without their special permission.
Emergency exits
Escape routes and emergency exits (indoors and outdoors) should kept free of any obstruction and be
kept in full view at all times. Similarly, for fire fighting equipment: fire safety signs and emergency wall
phones; no products/company signs, decorations or stand roofs should be placed above an
emergency exit or any other existing signs.
Heating/cooking
Stoves, heaters and open fires may not be used for any purpose, including cooking, frying or baking.
This also applies to demonstrations.
Goods not allowed
The following goods are not admitted into the ICM:
• Goods causing nuisance by their smell or otherwise, or appliances emitting objectionable noises or
radiating disturbing light; any hazardous objects that have not been mentioned in the stand
construction design but have been introduced by the exhibitor.
Combustion engines
Any machine (generating sets, compressors, etc) with an internal combustion engine must not be
demonstrated in operation in the hall 0. Fuels must not be stored on the stand. Fuel tanks must be
locked and batteries disconnected.
Storage of flammable goods
Empty packaging, rubbish, trash, wood, paper, straw, cardboard and other flammable material must
not be stored in the hall.
Responsibility
Exhibitors are fully responsible for all displays and demonstrations they organise.
Organiser’s security
ECCO undertakes the general surveillance service of the ICM, both day and night.
Extra security
For exhibitors requiring guards, a Security staff order form is available further in this manual.
Valuable goods
The exhibitor shall be responsible for the surveillance of his/her stand and exhibit during the exhibition
opening hours. Exhibitors are recommended to pay closer attention to the exhibits during the stand
construction and dismantling periods. Valuable objects, which may easily be removed, should be
locked away during the night. ECCO accepts no responsibility for goods stolen from exhibits at any
time.
Exhibitors should not leave removable/valuable goods unattended on the stand at any time; particular
attention should be given to goods awaiting collection from the freight forwarder.
Insurance
While on the premises, exhibition goods and packaging materials shall be insured at the expense and
risk of the exhibitor. Exhibitors should therefore contact their own insurance company. Exhibitors will
be liable for the safety of participants on and around their stand area. In accepting ECCO terms of
sale, the exhibitor undertakes to indemnify ECCO against any and all losses resulting from an unsafe
construction, unsafe exhibits, or the actions/inactions of its staff.
ECCO requires all exhibitors to provide adequate insurance cover for public liability protection.
Catering
The official caterer is Hoffmann Gastronomie & Catering. All catering offered within exhibit areas
should be ordered from the company (see order forms further in this manual).
Exhibitors may not sell food or drink for consumption on the premises. All companies offering
hospitality are reminded of their responsibilities for hygiene and food safety. Exhibitors are also
encouraged to guarantee healthy and balanced catering service to their delegates.
No alcoholic beverages are allowed on the stands.
Customs, taxes and duties
The exhibitor will pay the various taxes and duties owed resulting from his/her participation in the
exhibition.
Free Wi-Fi
No free WiFI will be available in the exhibition hall. Exhibitors are advised to order their own internet
connections with the ICM directly.
STAND ACTIVITY AND PROMOTION
Each exhibiting company will be listed in the EACR Proceedings book with their company name, stand
number, contact person and E-mail address, as well as online at: www.ecco-org.eu.
Company profile
Send a 50-word description of your company and contact information to Caroline Nsenda via email at:
[email protected] for publication online and in the Proceedings book. Deadline to submit
your company profile is 14 April 2014.
Company logo
Exhibiting companies are offered the possibility to include their corporate logo to their profile.
Exhibitors interested in this opportunity should send their corporate logo both in JPEG (picture file)
and EPS (vectorised file) formats, to Caroline Nsenda via email at: [email protected].
Deadline to order logo insertion is 14 April 2014
Approval
The main activity of any exhibition stand should be the presentation of the exhibiting company and/or
its products or services. The use of photographers, portrait artists or other performers is not allowed
without the written permission of ECCO.
Audio and visual activities
The projection of films and slides, any amplification with the aid of loudspeakers, the production of
music and/or sound as well as the use of lighting, computer monitors and television screens is
acceptable within the stand space as long as no disturbance is caused. Sound and lighting effects
should be contained within each stand area. If ECCO considers that a disturbance is being caused the
exhibitor is to halt the activity immediately. If this is not done, ECCO reserves the right to make the
necessary arrangements at the expense of the exhibitor. Refusal to lower the sound level or abandon
an activity upon request will be considered a violation of these regulations.
Licensing for copyrighted work is the sole responsibility of the exhibitor.
Photography and filming
No part of the ICM or of the exhibition may be photographed or filmed without the permission of ECCO
or of the exhibitor in question. ECCO is entitled to photograph, draw or film the installations and
stands, as well as the exhibits thereon and to use these reproductions in its publications and in the
press.
The exhibitor is entitled to photograph or film his own exhibition stand during exhibition hours.
Any industry-sponsored closed circuit television programming in hotels should take place outside
official Congress hours and should contain content owned by that organisation. Misuse of content
owned by ECCO is likely to result in legal proceedings.
Quizzes and activities with winners
Exhibitors shall refrain from:
• holding lotteries
• organising games of chance
• using “market stall” techniques
• distributing “gimmicks” without scientific or product references
• using performance artists
Only quizzes of a scientific nature can be held at the stand. Such activity must be approved by ECCO.
Interactive technology based quizzes may be accepted provided their focus remains scientific based
and they have no negative impact on the exhibition area or other rules within this document.
Quizzes times allowed
Quizzes may be operated at any time during exhibition opening hours provided the focus is on the
scientific content presented on the exhibit.
Quiz prices
Participation may be rewarded with a prize. However, the prize should be the same for everybody.
“Drawing winners” is not allowed. Maximum purchase value of prizes must not exceed € 10 and all
prizes should be declared to ECCO. Certain items such as digital cameras and MP3 players are not
considered appropriate – prize approval is at the discretion of ECCO. For more advice on prize
approval before placing orders, contact Caroline Nsenda via email at [email protected].
Each exhibitor must declare all prizes in advance with a description and price, sending either a digital
image to [email protected] or a sample by post addressed to Caroline Nsenda at the
EACR-23 Secretariat, c/o ECCO, Av. Mounier 83, B-1200 Brussels, Belgium.
If the purchase value of a prize is questioned by ECCO, each exhibitor is expected to show proof of
purchase value – either before or during the Congress. Non-compliance will be considered a violation
of these regulations and treating according to the stipulations published in this document.
For scientific information carriers (e.g. slides sets, CD ROMs, USB sticks), where materials are preloaded with non-commercial data, the value of prizes may increase. These stand activities should be
“low profile” and no blatant publicity should be made. All prizes must be approved by ECCO.
Giveaways
Notwithstanding the legal responsibilities of each exhibitor at his/her own stand, the EACR-23
Organising Committee has accepted the policy that small giveaways are acceptable at the exhibition
with a maximum retail value € 10. The distribution of giveaways should be low profile and should in no
way overshadow the main activity of the stand. The activity must not disturb neighbouring stands or
cause queues outside the stand area.
Giveaway items should:
• Be legal in the Congress hosting nation, in terms of the item itself and the product is advertises.
• Not exceed € 10 – proof of value must be provided during Congress when demanded by ECCO,
otherwise this will be considered a violation of these regulations.
• Be safe for the user and not endanger health or reputation of Congress participants or ECCO.
Distribution of giveaways and printed materials
Distribution or display of materials by an exhibitor or its agents is limited to:
• the company’s exhibition space only
• the “display area” which will be specially set up for that purpose and marked as such
• industry hospitality suites
In the case of printed material, the intellectual ownership of content should not be a cause for dispute
and images should not cause offence. Additionally, any quoted references should be clear and follow
internationally accepted principles; scientific claims should be based on accepted evidence. ECCO’s
decision on such matters will be considered final.
Special effects
“Special effects” lights, laser, sound and video projection/recording on the stand will only be allowed
when the effect is limited to the stand area rented; providing that there is no health or safety risk and
when written permission of ECCO has been granted.
Prohibited activities
Exhibitors are not allowed:
• To display or use names or trademarks which may be misleading or cause hindrance to the
exhibitors at other stands or to EACR-23 visitors.
• Barring exemption applied for and granted, to sell goods against surrender of the purchased items or
to receive money in any way for goods sold or offered for sale or for services rendered.
• To affix sold-tags to goods on display.
• To remove exhibits from the stand, to add exhibits to the stand or to cover (parts of) exhibits on the
stand.
Stands should not be dismantled or removed prior to the end of the exhibition.
Staffing on stands
The space assigned to the exhibitor shall be staffed during the setup, opening and dismantling
periods. The exhibitor shall make sure that either he/she or a person authorised by him/her is present
at the site at all times. Unattended stands are a security risk to the exhibitor and; during open periods,
are discourteous to delegates, fellow exhibitors and ECCO. Such cases will be considered as a
violation of regulations.
Promotion rights
The use of any EACR-23 corporate branding and visuals is strictly forbidden in any advertising,
publicity, signage, product, printed matter, film, video, other media, etc. without prior request and
subsequent written approval from ECCO.
The exhibitor is entitled to the use of the Congress logo on invitations and promotional documents
directly related to his/her participation in the exhibition. The Congress logo can be obtained in
electronic format from the organiser. Only the official logo can be used. A print proof is required by the
organiser for authorisation before printing. The unauthorised use of the Congress logo is strictly
prohibited.
Pharmaceutical product promotion
Mandatory Codes of Practice
The members of the association “Freiwillige Selbstkontrolle für die Arzneimittelindustrie e.V.” (FSA)
(“Voluntary Self-regulation for the Pharmaceutical Industry”) have made a commitment to
communicate the knowledge required for the appropriate selection and application of pharmaceuticals
by disseminating accurate and objective scientific information. For this purpose a
Code of Conduct has been drawn up for all members of the FSA. The principle applies that
pharmaceuticals are to be adequately advertised, avoiding unfair practices and conflicts with
healthcare professionals in relation to professional ethics. All measures in advertising and
collaborating with physicians and other healthcare professionals must remain within certain
appropriate bounds and in accordance with the law. In this respect, the principles of separation,
transparency, documentation and, for mutual services, the principle of equivalence as stipulated in the
“Common Position” of the associations (Common Position of the Associations for assessing the
Collaboration between Industry, Medical Facilities and their Employees in Reference to German
Criminal Law) for the clinical sector also outline valuable reference points for the collaboration of the
pharmaceutical industry with office based physicians and other healthcare professionals.
Hence, the applicable code for Germany is detailed here
- http://transparency.efpia.eu/countries/10/16/Germany
Additionally, at European level, all participating companies must abide and adhere to applicable codes
to their line of business:
These Codes are available online:
• EFPIA: http://www.efpia.eu/Content/Default.asp?PagID+559&DocID=3483
• IFPMA:
http://www.ifpma.org/fileadmin/templates/EthicalPromotion/pdfs/IFPMA_Code_2006_Revision_EN.pd
f
• EucoMed: http://www.eucomed.be/key-themes/ethics
In all cases, exhibitors are responsible for ensuring that their promotion during the Congress is legally
and ethically acceptable in Germany.
Children
Children under the age of 16 are not permitted in the Congress Centre. Exhibitors and their agents are
advised that their staff must be over the age of 16 and legally employed within a European country.
Animals
Animals are not allowed in the exhibition and should not be used on exhibits. Trained guide dogs for
those with visual impairments are permitted but please advise a member of ECCO Staff on entry to
the Congress Centre.
DISPLAY AREA
During EACR-23, a display material area will be made available.
Exhibitors and Satellite Symposium Organisers are welcome to place relevant brochures, leaflets,
flyers, etc. in the display area, which will be located in the exhibition area.
BUILD-UP & DISMANTLING
During construction phase, working passes or exhibitor badges must be worn by all personnel (see
further in this manual) and photo-id (e.g. passport or driving licence) carried.
Vehicle access to fairground is by time-slot, according to exhibit size (see full timetable on next page).
Vehicles are not allowed inside exhibit halls (note only forklift trucks operated by Kristal are permitted
within the loading bay. In the exhibition halls, only pallet jacks and trolleys will be allowed)
EXHIBITION SCHEDULE AT A GLANCE
Exhibition build-up days
5 – 7 July 2014
Working hours:
Friday 4 July 2014
Saturday 5 July 2014
08:00 - 22:00
08:00 - 13:00 (only stand decoration)
End of exhibition build-up period:
Saturday 5 July 2014 at 13:00
Exhibition opening times
Saturday 5 July 2014
Sunday 6 July 2014
Monday 7 July 2014
15:00 – 20:00
10:15 – 17:15
10:15 – 17:15
Exhibition dismantling day
Monday 7 July 2014
Working hours:
Monday 7 July 2014
17:30 – 23:59
NB: On Saturday 5 July the quarter final football game of 2014 FIFA World Cup Brazil will be broadcast during the
exhibitors’ reception.
Build-up
A parking area is available at the ICM for trucks to park as from Friday 4 July 2014 at 08:00.
Dismantling
The dismantling starts on Monday 7 July 2014 at 17:30. No traffic will be allowed in the loading area
before 18:30 in order to arranging return delivery of empty packaging.
EXHIBITION TIMETABLE
Friday 4 July 2014
08:00 – 20:00
Unloading
08:00 - 18:00
Hall access for build-up
Vehicle access to exhibition grounds (for schedule of access, please contact
Kristal ([email protected] / +32 (0)2 753 07 30)
All construction must be completed by 20:00; goods must be removed from aisles
Saturday 5 July 2014
08:00 - 12:00
Hall access for build-up
08:00
Hall access for exhibitors with modular stands only (shell scheme)
Important: Modular stands will be accessible only on Saturday 5 July at 08:00
Saturday 5 July 2014
08:00 - 13:00
Stand decoration only, to be completed by 13:00
Incomplete stands or no-shows by 12:00 will be walled off and goods removed into storage, at
exhibitor cost. Acceptance of this condition is a term of exhibition space rental.
Empties have to be removed on 4 July at 20:00 at the latest.
Saturday 5 July 2014
15:00 - 20:00
Exhibition open
NB: On Saturday 5 July the quarter final football game of 2014 FIFA World Cup Brazil will be broadcast during the
exhibitors’ reception.
Sunday 6 July 2014
10:15 – 17:15
Exhibition open
Monday 7 July 2014
10:15 – 17:15
Exhibition open
17:30 - 18:30
Removal of valuables and delivery of empty packages cases by Kristal (if
booked)
17:30 - 23:59
Dismantling – Full access to exhibition grounds
SHIPPING GUIDELINES EACR MUNICH 2014
Introduction
KRISTAL bvba, have been appointed by the organizer - ECCO - as the official freight forwarder,
customs clearance agent and official lifting contractor. For safety reasons no other contractor will
be permitted to operate lifting services.
It is our commitment to ensure exhibits arrive on time and in good condition for the opening
of the exhibition.
This shipping manual will assist you in your preparation for the correct and timely dispatch
of exhibits to Munich. Please follow these instructions closely.
The range of services provided by our company include:




Transportation, national and international
Temporary and permanent customs clearance
On-site handling, labor, forklift and cranage
Labeling, removal and storage of empty boxes and crates, return to stand upon closure
of the exhibition.
 Accessible storage for brochures and give-away items during the event
 On-site assistance & supervision
General
Build-up :
Friday
4 July 2014
08.00 to 20.00
Saturday
5 July 2014
08.00 to 12.00 ( stand decoration only )
Empty crates need to be moved out and aisles to be cleared on 4 July before 20.00
Dismantling : Monday
7 July 2014
17.30 to 24.00
If you use your own transport company to pick-up your goods after the exhibition, please
note that all goods not evacuated on 7 July at 24.00 will be collected by Kristal. All costs
incurred will be charged to the exhibitor.
International Co-ordinators
Kristal bvba
Contact :
Brucargo Building 829a
Tel :
B-1830 Machelen
Fax :
e-mail:
Rita Breunig
+ 32 (0)2 7514680
+32 (0)2 7514720
[email protected]
Consigning instructions
AIR FREIGHT
AWB consigned to :
Notify :
Schenker Deutschland AG
Paul-Henri-Spaak-Str. 8, Tor 21
81829 München
Andreas Stanlmair Tel +49 89 94924-351
Ref : EACR
Name Exhibitor / Stand nr
Goods to reach Munich Airport not later than 26 June 2014
ROAD FREIGHT to the advance warehouse
Consigned to :
Schenker Deutschland AG
Paul-Henri-Spaak-Str. 8, Tor 21
81829 München
Andreas Stanlmair Tel +49 89 94924-351
Ref : EACR
Name Exhibitor / Stand nr
Goods to reach advance warehouse not later than 3 July 2014
DIRECT DELIVERIES
Address : Messe Munich,Paul-Henri-Spaak-Str. 8, Gate 21, 81829 Munich
Direct deliveries with trucks to the venue are restricted.
Direct shipments to the exhibition site will only be accepted on move-in dates and hours.
Vehicles need to be removed immediately once unloading operations have been completed.
To avoid traffic congestion and to allow us a fast and smooth move-in, an unloading slot
will be required for all vehicles larger than a car.
An email will be send to you with your personal login and password to be able to log in to
our portal at http://www.kristal-logistics.com /portal and fill in the necessary information to
obtain move-in / move-out schedule.
All trucks arriving without an unloading slot, will be unloaded once the full schedule has
been completed.
On arrival, all trucks need to register to the Kristal desk Entrance Gate 21 and this approx. 1
hour prior to the confirmed slot. Our staff will direct the trucks to the unloading bays
according to the schedule. If the truck does not arrive at the booked time, slot will
automatically be given to the next in the queue.
Courier Shipments
Because of temporary Import Bonds for goods from outside EU, we discourage the use of
Couriers to ship any material directly to the booth at the show site. Courier companies will
not be able to clear your goods and will have difficulties to deliver your goods in time. To
avoid this, it is advisable to consign the goods to the advanced warehouse address. You will
be liable for customs and handling charges but this ensures your goods are delivered to your
stand.
Shipping pre-advice
Full details of dispatch together with copies of invoices, AWB, CMR, have to be send upon
departure to Kristal fax +32 (0)2 7514720 e-mail to [email protected].
Documentation ( for non-EC shipments )
Commercial invoices (2-fold) prepared into a form of packing list with values of each item,
description of the goods, measurements in cm, gross & net weight in kg, showing exhibitors
name, addressed to EACR 2014, exhibitor name and stand number, Messe Munich.
Case Marking
All cases must be clearly marked/stenciled on two (2) sides with the following information :
Your Company Name : ___________________________________
EACR 2014 : ___________________________________________
Booth number : ________________________________________
Case Number ( ex. 1/3 – 2/3 ) : ____________________________
Gross Weight : ________________________________________
Insurance
It is the exhibitor’s responsibility to ensure that his goods are covered by a comprehensive
marine insurance policy, which covers the goods at all times i.e. from premises to stand,
duration of exhibition and return to premises. On written demand, Kristal or their agents can
arrange this for you.
Return transport
We will contact all exhibitors separately on-site to organize the return of the goods to point
of origin or other designated destinations.
Terms & Conditions of Trading
All business is undertaken by owner’s risk.
Tariffs are calculated using current freight and exchange rates. Any major fluctuation in
either between now and work-date will be reflected in our final invoice.
Contracting Kristal bvba or their agents implies acknowledgement and acceptance of Kristal
bvba conditions of trading.
Terms of payment
Payment is due on presentation of invoice unless otherwise agreed in writing with Kristal
bvba or their agents. In all other cases on-site charges billed at the exhibition will require
immediate payment by cash or credit card.
Any disputes or queries relating to invoices originating from this office should be notified to
Kristal bvba within seven days of invoice date.
EACR MUNICH 2014
MATERIAL HANDLING AND FREIGHT INFORMATION FORM
Company name : ...............................................................................................................................................
Contact : .............................................................................................................................................................
Email : .................................................................................................................................................................
Tel nr : ..................................................................Fax : .....................................................................................
Hall nr : ....................................................... Stand nr : .....................................................................................
1. We have no materials to be shipped to Munich
We will take our goods in our luggage or with our car
()
()
2. We would like to ship our materials by your company, please send us an offer without any
engagement :
Pick-up address : ................................................................................................................................................
.............................................................................................................................................................................
.............................................................................................................................................................................
Estimated volume / weight : .................................m³......................................................................................
Transport by :
( ) air
( ) road
Return transport :
( ) yes
( ) no
Value of the goods :
3. We will ship our material :
By transport company : .....................................................................................................................................
Tel. : ...........................................................Ctc : ..................................................................................................
Estimated volume / weight : .............................................................................................................................
Transport by :
( ) air
( ) road
Directly to show site ( )
To the advanced warehouse ( )
4. Storage empty crates during the exhibition: Estimated volume (m3): .....................................................
5. On site handling requirements
( ) forklift 3T
( ) labour
( ) pallet truck
6. Remarks : .......................................................................................................................................................
.............................................................................................................................................................................
7. Invoicing address : .........................................................................................................................................
.............................................................................................................................................................................
.............................................................................................................................................................................
VAT nr : ...............................................................................................................................................................
Signature : ..........................................................................................................................................................
Please send this completed form back by fax or e-mail
To Kristal Logistics
Att. Geert Frère
e-mail : [email protected]
fax : +32 (0)2 7514720
before 5 June 2014
EACR MUNICH 2014
STAND CONTRACTOR INFORMATION FORM
Exhibitor name : ................................................................................................................................
Stand nr : ............................................................................................................................................
()
We ordered a shell scheme, through organizers / exhibition centre,
we do not have a stand building contractor
()
We will use the stand building contractor below
Company name : ..............................................................................................................................
Contact person : ................................................................................................................................
Address : ............................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
VAT nr : ..............................................................................................................................................
Tel nr : ................................................................................................................................................
Fax nr : ...............................................................................................................................................
e-mail : ...............................................................................................................................................
Please send this completed form back by fax or e-mail
To Kristal Logistics
Att. Geert Frère
e-mail : [email protected]
fax : +32 (0)2 7514720
before 22 May 2014
EACR MUNICH 2014
UNLOADING / RELOADING SCHEDULE
FORM FOR DIRECT DELIVERIES TO MUNICH
Company name : ...............................................................................................................................
Contact : .............................................................................................................................................
VAT nr : ..............................................................................................................................................
Email : ................................................................................................................................................
Tel nr : ................................................................................................................................................
Fax nr : ...............................................................................................................................................
Hall nr : ............................................... Stand nr : .............................................................................
We would like to have following unloading/reloading slots :
Build-up
Date : ..................................................................................................................................................
Hour : .................................................................................................................................................
Estimated volume – m3 : ..................................................................................................................
Truck license number : ......................................................................................................................
Dismantling
Date : ..................................................................................................................................................
Hour : .................................................................................................................................................
Estimated volume – m3 : ..................................................................................................................
Truck license number : ......................................................................................................................
Slots will be given on a first come / first served base.
Trucks need to report to the traffic control at Excel and this minimum 1 hour before
the confirmed slot.
Final slots will be confirmed to you 5 days before start of build-up.
Please send this completed form back by fax or e-mail before 26 June 2014
To Kristal Logistics
Att. Geert Frère
e-mail : [email protected]
Fax : +32 (0)2 7514720
ACCESS TO EXHIBITION HALLS
Stand personnel wearing an exhibitor badge may enter the exhibition hall before the opening of the
exhibition.
Exhibitor badges
Exhibitor registration is reserved for staff working directly in the organisation and management of
exhibits, satellite symposia and sponsored activities. Individuals wishing to visit the exhibition should
purchase a delegate registration (full or day access). The practice of selling or promoting a product or
service outside of a registered exhibit area is strictly forbidden.
Exhibitor registration
Exhibitors must wear their official EACR-23 badges clearly visible at all times when in the exhibition
area or any other part of the building. The wearing of any other badge, including company ID badges
is not sufficient and will be considered as a violation of the guidelines. Exhibitor badges are for
exhibiting company employees and agents of such companies only.
Validity
Exhibitor badges will allow access to exhibition halls only.
When companies apply for badges it is understood that they will only provide them to company
employees only. Proof of affiliation can be requested.
From Saturday 5 July to Monday 7 July, stand personnel may enter the exhibition grounds 1 hour
before the opening of the exhibition and remain on the stand 1 hour after the closing of the exhibition.
Delegates should not pass through the exhibit area beyond exhibition opening times. However, we
strongly urge you to secure your stand against theft or damage when stand is not manned. ECCO also
recommends exhibitors to arrange adequate insurance cover. Neither ECCO nor the ICM will be liable
for any losses, unless where a negligent act or omission on the part of either body or its staff is
established.
Exhibitor badges with company name and/or individual name
Only exhibiting companies can have Exhibitor badges. It is essential that the company name is the
same as is provided for the Exhibitor listing. Exhibitors are entitled to a certain number of these
badges for free if ordered within the given deadlines. The number of free badges for each exhibitor will
be determined according to the floor space allocated.
You may choose how your badges are inscribed: either company name only, or individual name and
company name. Simply indicate your preference when completing the Badge form, e.g. the number of
“company name” only badges and the number of “Individual name” badges you wish to receive.
Deadline to order free exhibitor badges is 17 June 2014.
Exhibitor badge allocation
Stand size between
9sqm
10 - 18sqm
19sqm and above
Free exhibitor badges
2
4
5
Additional exhibitor badges
If the number of free exhibitor badges is insufficient, extra badges may be purchased. All exhibitor
badges must be ordered using the Badge form to be found further in this manual.
Deadline to order extra exhibitor badges is 17 June 2014.
Extra exhibitor badges ordered by 17 June: € 60 excl. VAT per badge
Extra exhibitor badges ordered after 17June: € 75 excl. VAT per badge
Payment can only be made by credit card
Exhibitor badges ordered on site must be paid for directly on collection at the Exhibitor registration
desk by cash or credit card (Visa, MasterCard and Amex).
Lost badges will not be replaced. In this case, a new exhibitor badge may be ordered. Unused badges
will not be credited, regardless of circumstances.
Access to exhibition when closed (full fee paying delegates)
Exhibition opens as follows:
Saturday 5 July 2014
15:00 – 20:00
Sunday 6 July 2014
10:15 – 17:15
Monday 7 July 2014
10:15 – 17:15
During that period, each delegate wearing a congress badge will be allowed in. Every day, there is a
closed period reserved for exhibitors only: during those hours only individuals wearing an exhibitor
badge will be granted access to the exhibition grounds.
Closed periods:
Saturday 5 July 2014
Sunday 6 July 2014
Monday 7 July 2014
12:00 - 15:00
08:30 - 10:15 & 17:15 - 18:00
08:30 - 10:15
Since many companies wish to organise various meetings, briefings, walk-through during those close
periods, a specific procedure will be established to allow exhibitors' guests in (provided they are duly
registered and wear the regular congress badge) without jeopardising the overall security of the
exhibition area. Specific stickers will be available at the Exhibitor Registration Desk, located in the
registration area in the main entrance hall. Those stickers can be requested to validate regular
congress badges for exhibit access during a closed period.
IMPORTANT: for obvious security reasons, those stickers will be distributed to or in presence of an
exhibitor only. It means that delegates presenting themselves to require a sticker for exhibit access
during closed times will NOT receive it without the presence of a representative of the exhibiting
company that has invited him to the stand.
Hostess badges
An official partner to hire hostesses for service on the stands was selected by the organiser for EACR23, and we strongly encourage all exhibiting companies to contact them for hostess services on their
stands. Hostesses hired through the official partner do not need to wear an exhibitor badge.
Hostesses hired through a different agency have to wear a valid exhibitor badge, which has to be
ordered by the exhibiting company by the communicated deadline. Order forms are available further in
the manual.
Exhibitor badges collection
All exhibitor badges should be collected at the Exhibitor registration desk by the official contact
person. They are not sent in advance of the Congress.
Exhibitor registration desk
An exhibitor registration desk will be available in the general registration area.
This exhibitor registration desk will allow you to collect exhibitor badges.
Opening times
Saturday 5 July
Sunday 6 July
08:00 - 18:00
07:30 - 18:00
Monday 7 July
Tuesday 8 July
07:30 - 18:00
07:30 - 12:00
Exhibitor service desk
A separate exhibitor service desk will be available within the exhibition grounds during the whole
duration of the congress (incl. build-up and dismantling times).
This exhibitor service desk will allow you to
- make arrangements with Kristal, our official freight forwarding partner
- order additional facilities and various exhibition services with ICM (see further in this manual)
Working passes
In the interest of safety only those individuals directly responsible for the construction and dismantling
of exhibits will be permitted in the exhibition areas during the setup and dismantling periods.
To this end, working passes will be given out by the official logistics partner at the freight entrance
during setup and dismantling phases. Working passes are valid during the build-up period from Friday
4 July 08:00 until Saturday 5 July 12:00 and during the dismantling period from Monday 7 July 17:30
until 23:59. Working passes should be ordered in advance. Please send the list with all names and
company name to Caroline Nsenda ([email protected]).
All individuals working on the construction and dismantling of exhibits will receive their working passes
upon arrival at the checkpoint at the loading bay, or at the Exhibitor Service Desk located within the
exhibition hall.
Individuals without badges will not be allowed into the exhibition halls. It is the responsibility of the
exhibitor to ensure that all staff, visitors, stand personnel, etc. are fully briefed about this restriction. No
exceptions will be made and ECCO will not be held responsible for any loss suffered by the exhibitor
as a result of such an oversight.
Registered exhibitors may access the exhibition halls during set-up and dismantling times by showing
their exhibitor badge at the entrance (except on Friday 4 July. A valid working pass should be
requested should an exhibitor need access to the exhibition hall on that day.)
Under no circumstances can individuals carrying working passes access the exhibition grounds from
Saturday 5 July 12:00 to Monday 7 July 17:30.
Individuals involved with stand build-up and dismantling who need access to the exhibition
grounds between Saturday 5 July 12:00 and Monday 7 July 17:30 have to wear a valid exhibitor
badge.
FREE CONGRESS MATERIAL
Each exhibiting company is entitled to free EACR-23 delegate bags including all congress material.
The number assigned is based on the exhibition ground rented.
The ratio is set out below:
Stand size between
Bag(s)
Less than 18sqm
1
18sqm and above
2
Each exhibiting company will receive vouchers for the number of allocated congress bags. These can
be collected from the Bag distribution centre, located next to the registration area.
Exhibitor badges order form
Please complete and return to the EACR-23 Secretariat at ECCO
E-mail : [email protected]
We e to reserve a Satellite Sosium slot at ECCO 15 - ESMO 34
We would like to order the following exhibitor badges at EACR-23
........ Exhibitor badges "Company name" only
........ Exhibitor badges "Company name & Individual name" *
*Upon receipt of your completed exhibitor badge order form, you’ll receive a personalised Excel-File to
complete with your exhibitors’ names (not applicable for ‘company name’ only badges), company and
profiling information. The deadline to return the completed file is 17 June 2014, via email to:
[email protected]
Exhibiting company: ………………………………………………………………………………………………
Invoicing Data:
Company/Organisation ………………………………….... ..................VAT number ..................................
Contact Person........................................................................................................................................
Full address...............................................................................................................................................
Email..................................................................................................
We agree to pay the additional exhibitor badges ordered beyond the free exhibitor badge allocation
communicated in the Exhibitor Manual
Exhibitor contact person and company/agency name (responsible for the distribution of badges
onsite): ……………………….......................................................
Telephone/Mobile of exhibitor representative in Munich: ....................................................................
Please select your handling option below:
� Collection of all exhibitor badges. Preferred pick-up appointment (time): ............................................
� No representation on-site: individual exhibitor participants will pick up their badge individually
Please note that the full exhibitor badges' order needs to be paid before the badges will be handed over.
Payments can only be made by credit card
� VISA
� American Express
� MasterCard
Card number
………………………………….... Cardholder’s name ……………………………
Expiry date
…………………………………… Control code (3-digit) …………………………
We accept the regulations as stipulated in the Exhibitor Manual and agree to observe and abide by them.
Signature
……………………….………………………… Date ………………………………
This application is legally binding on the company pending its acceptance in writing by the organiser.
EXTERNAL ACTIVITIES: GUIDELINES
The following guidelines and policies are applied during the EACR-23 Congress.
Unofficial Satellite Symposia
Companies are not permitted to organise unofficial Satellite Symposia or similar corporate-organised
events that are open to general congress participants to attend, either on or off site. Unofficial Satellite
Symposia or corporate events may not take place during the period extending from the start of the first
sessions (12.00) as of Saturday 5 July 2014 until and including the end of the last hour of the
Congress on Tuesday 8 July 2014 until 13:30.
Social Events
Companies and organisations are welcome to organise social networking events such as dinners and
receptions during the framework of the Congress but these social gatherings may not be organised in
parallel with any of the scientific Congress sessions.
Closed Meetings
Limited meeting space is available at the congress centre to organise smaller closed meetings such
as (advisory) board meetings, investigator meetings, etc. Small meetings may take place in parallel
with official congress sessions provided they do not convene large groups of people and are limited in
time (no full day meetings are allowed). The guiding principle of this policy is to avoid attendees
missing congress scientific sessions. These meetings may only be attended by invited participants
and may not be open to the general congress participants.
Meeting rooms (where available) can be booked through the EACR-23 congress secretariat – see
section ‘Meeting Rooms’ further in this manual.
Third Party Press Events
Companies wishing to organise press activities during the Congress should send a request in writing.
Press activities, whether on or off site, must pertain to presentations being made at the main
congress in oral or poster sessions and not at Satellite Symposia alone. All media material, including
the programme for any third party press conference, should be submitted and approved by the EACR23 congress secretariat before being sent out.
Blackout times will be in operation; for further information please contact Gertrude Kort at the EACR23 congress secretariat directly via email at: [email protected]
PRINT OF ABSTRACTS
rd
Elsevier is pleased to offer you the following services related to the 23 Biennial Congress of
the European Association for Cancer Research, from July 5-8 2014 in Munich, Germany.
1. During the congress
1.1 Advertisements in the Proceedings Book
The Abstract Book will be published with Elsevier in the EJC Supplement. The EJC is the official
journal of ECCO – the European CanCer Organisation, the EORTC, EACR and EUSOMA.
Distribution: Copies of the abstract book will be distributed onsite to all participants, as well as to all
subscribers of the Journal. The EJC Supplement is also sold in both bulk and individual format to,
libraries, institutes and agencies, and individuals.
To purchase advertising space in the Abstract Book Supplement, please contact:
Rob Bayliss at Elsevier
Tel + 44 (0) 207.424.4538
[email protected]
1.2 Publication Opportunities
Reprint of Selected Abstracts of the official abstracts
In co-operation with Elsevier we are pleased to offer you the opportunity to reprint selected abstracts
from the official abstracts of EACR-23, based on a keyword search supplied by you.
The benefit to you is that your selection from the official congress abstracts can be distributed from
your stand from the first day of the congress and will be printed under the cover of the European
Journal of Cancer Supplements, in which the official abstracts are published.
For more information please contact: Peter Schoonheim at Elsevier, [email protected],
Tel: +31 (0)20 485 2321
2. After the Satellite Symposium/meeting
2.1 Publication of the proceedings of the Satellite Symposium
Elsevier offers a variety of services related to the publication of the proceedings of your satellite
symposium. Please note that these services are subject to the approval of the Editor-in-Chief.
2.2 Supplement to European Journal of Cancer Supplements
A printed issue will be sent out to all subscribers of the European Journal of Cancer. An electronic
version is also to be found on ScienceDirect www.sciencedirect.com as well as the journal website
and will have a sponsor acknowledgement.
CONTACT
For more information and prices on services related to satellite symposia, please contact:
Peter Schoonheim at Elsevier, [email protected], Tel: +31 (0)20 485 2321
COVR B.V.B.A.
Order Information - cmLead
cmLead – Advanced Lead Retrieval for Exhibitors
BEFORE THE CONFERENCE
ORDER
Order COVR Lead Retrieval Services through the conference website.
You have the possibility to order the cmLead Application with an
iPod Touch or an iPad.
Your order includes the rental of a state of the art barcode scanner
that can be plugged into your iPod Touch or iPad and guarantees
the highest possible performance in barcode scanning.
After receiving your order, we will send you a username & password by e-mail to login to
the cmLead portal as well as an activation code to activate the cmLead app.
You will also receive a user manual with a step-by-step explanation of how to use the
cmLead portal & App before, during & after the conference.
BEFORE & DURING THE CONFERENCE
CONFIGURE
Once you are logged in to the cmLead portal, you can start setting up your qualifiers
(products, services …).
The onsite Covr crew will make sure your qualifiers and all delegate information are
available on your iPod Touch or iPad.
Your qualifiers and delegate database will automatically be synchronized onsite.
(provided the device has Wi-Fi / data access)
Your qualifiers can be updated at any time.
DURING THE CONFERENCE
SCAN
&
MANAGE
After having entered the activation code, the device is ready for use!
No Wi-Fi / data is needed for the actual scanning onsite.
After scanning a badge you will see all available delegate data on
your device.
If needed, you can add more data or even make changes
to the presented delegate data.
For each scan you can select your qualifiers and
additional comments.
You remain in full control of all your scanned leads.
At any moment you can display any scan you made with your device and make changes.
Lead data will be synchronized continuously with cmLead Server if Wi-Fi / data is
available.
At the end of the conference you return the barcode scanner as well as the iPad or iPod
Touch.
DURING & AFTER THE CONFERENCE
DOWNLOAD
&
EXPLOIT
Once you synchronized all your leads with the cmLead portal you can:
export them from the portal and
start using the information gathered to optimize your sales efforts.
Your lead data will remain available on the cmLead portal after the conference for
6 weeks.
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COVR B.V.B.A.
Order Information - cmLead
Terms, Conditions & Pricing
Order deadline - After the ordering deadline of 31 MAY 2014, COVR does not accept orders automatically but will
confirm acceptance upon availability. For confirmed orders after 31 MAY 2014 a surcharge of €100,00 per device will
be added.
Rental rates are per cmLead Set and include a high performance barcode scanner (iScan), an iPod Touch or an iPad and
the cmLead software with an unlimited number of scans.
Terms of payment - Upon receipt of order, an invoice representing the total amount due (quoted prices are net
excluding Belgian VAT of 21%) will be sent by COVR. Payment has to be done by credit card via Ogone after you’ve
placed the order online.
Cancellation - Orders can be cancelled until 31 MAY 2014 without any fees. After 31 MAY 2014 there is a
cancellation fee of 50%.
Pick up/Return — The rented equipment must be collected at the exhibitors’ desk on SATURDAY 5 JULY 2014,
between 9:00 AND 12:00 HOURS and returned on MONDAY 7 JULY 2014, before 17:30 HOURS. Exhibitors are
responsible for the proper use and safe keeping and will pay for any damage occurred during the rental.
Items failed to be returned onsite must be sent by courier to COVR bvba (Oude Tramstraat 5, 2490 Balen, Belgium)
within 5 working days after the last day of conference. The cost of lost, damaged or not completely returned hardware
will be €500,00 per scanner, €300,00 per iPod Touch and €1.000,00 for an iPad.
Data retrieval and protection
Each lead will contain the contact information as provided by the participant or the group registration contact person
on the registration form (name, full address, telephone, fax, email and lead codes). Hence the quality of the delegates’
contact details – collected by the organizer - will ultimately define the value of the lead retrieval system. Neither EACR
nor COVR can be held liable for incorrect data.
The company renting the scanners hereby agrees to respect the data privacy policy imposed by EACR. The cmLead
application will however, display the available info immediately after scanning and give you the opportunity to
complete the data on the spot.
•
Pricing
Rental of cmLead software +
iScan + iPod Touch
Rental of cmLead software +
iScan + iPad
Rental of symposium scanner
(2hrs rental)
Cancellation fees
Orders before
15/04/2014
Orders between
16/02/2014 &
31/05/2014
€ 450
€ 550
€ 700
€ 800
€ 350
€ 450
0%
50%
Prices excl. 21% Belgian VAT.
Please use the following link to place your order:
www.covr.be/cmlead/eacr23.aspx
Orders can only be placed online and require online credit card payment.
After acceptance of your order, COVR will send you a confirmation and invoice.
Units
Total €
€ Total
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Industry Meeting Rooms
A limited number of meeting rooms will be available for companies to rent within the congress centre.
Companies who wish to book a meeting room should contact the EACR-23 Congress secretariat:
Gertrude Kort
Tel.: +32 (0)2 775 02 41
E-mail: [email protected]
SATELLITE SYMPOSIA
Exhibition stand
To obtain permission to hold a Satellite Symposium, an exhibition stand of minimum 18 sqm is
required.
Cancelling your exhibition space will result in the cancellation of your satellite symposium slot.
The rates include:
• Room rental
• Standard setup (theatre style with stage, lectern and speaker table)
• AV equipment & services
o amplification
o data projection
o technician
• Use of the Speaker Preview Room for Satellite Symposium faculty
• Publication of Satellite Symposium programme on the Congress website and the Proceedings Book
• Use of the Congress logo on invitations and promotional documents
• One-time email blast of satellite symposium information carried out by EACR-23 congress
secretariat, sent to all registered delegates of EACR-23.
Session Room viewing and rehearsals
A viewing of the room before the symposium (15 minutes just to have a look at the room) is included in
the satellite symposium package at prescheduled timings.
Testing of AV equipment and session rehearsals cannot be done during a viewing slot. For this
purpose, a rehearsal slot at times prescheduled by EACR-23 can be booked at a fee of €1.000. This
one-hour slot gives you exclusive access to the room and support of the AV technician in the room.
Detailed information is available in the AV specs sheets.
Programme: requirements and approval
•
•
•
•
In order to avoid overlap with the official scientific programme and to ensure the scientific
quality and scope, all Satellite Symposia programmes need to be submitted for review and
approval by the Congress Scientific Committee
Companies are strongly encouraged to establish a multidisciplinary programme in line with the
general concept of the Congress scientific programme
Once the title, programme and detailed content are approved, changes must not be made
without the specific approval of the EACR-23 Scientific Committee
The EACR-23 Scientific Committee makes the final decision on whether a programme outline
is accepted or rejected and is not held to justify its decision. No appeal is possible.
Speakers
•
•
It is up to the Satellite Symposia organisers to arrange accommodation and travel for their
speakers. Speakers receiving commercial sponsorship should not receive complimentary
accommodation nor travel offered by ECCO.
Satellite Symposia speakers will not receive complimentary full congress registration.
The final programmes are published in the Satellite symposia section of the official Congress
Proceedings book and on the Congress website if received not later than 14 April 2014. Abstracts
related to satellite symposia are not published in the official Congress Proceedings book.
Promotional opportunities pre-congress
The sponsoring company will ensure that all publications referring to satellite symposia
mention: ‘Official EACR-23 sponsored Satellite Symposium’ to avoid any confusion with the
official scientific programme.
Use of congress logo
• An electronic file of the congress logo (saved as EPS format) can be obtained from the EACR-23
congress secretariat (Caroline Nsenda, [email protected]) together with the
guidelines to use it. It is important that the elements of the logo remain consistent. Do not attempt
to redraw the lettering or the drawing or alter the relative position of these elements.
•
Before reproducing the congress logo, a print proof must be sent to the EACR-23 congress
secretariat for approval.
•
The unauthorised use of the congress logo is strictly prohibited. It is not allowed to use the
congress logo on actual PPT presentations of satellite symposia speakers.
Satellite Symposium Mailing
A one-time email blast will be sent to all EACR-23 registered delegates promoting all satellite
symposia.
Content for this e-blast has to be submitted by 6 June 2014.
The content of the mailing should be sent as a text file (not html) to Caroline Nsenda,
[email protected], respecting the following specifications:
•
•
•
Promotion text of max 100 words
Incl. maximum one link to website relevant to satellite symposium programme. Note the link
may not direct to drug promotion.
Including maximum one image of max 641 pixel width and 200 pixel high
Failure to submit content at the given deadline or according to the given specs will mean no mailing
will be sent out on behalf of the satellite symposium organiser. Repeat e-blasts will not be allowed.
The list of recipients of the email blast (all EACR-23 registered delegates) is put together using contact
information as provided by the participant or the group registration contact person on the registration
form. It follows that the quality of the delegates’ contact details, provided mainly through group
bookings, will ultimately define the value of the e-blast.
Satellite symposium organisers will not receive a separate mailing list with contact details of
registrants.
Satellite Symposium inserts into the congress bag are not permitted.
Satellite Symposium programme on EACR-23 website
The link used in the promotion text for the satellite symposium mailing will also be included on the
EACR-23 congress website.
Promotional opportunities at the Congress Venue
- One poster board will be made available in the registration area to be used for displaying one
poster announcing the Satellite Symposium, on the day the Satellite Symposium is held. Your poster
dimensions should be maximum 154 cm height x 94 cm width (portrait format), posters can be
affixed using Velcro. It is mandatory to produce a poster to be placed on the board. Location will not
allow self-standing banners. The affixing material will be provided free of charge onsite.
- One poster board will also be made available immediately outside the hall during the hour
preceding the satellite symposium, to be removed immediately after the end of the satellite
symposium. Your poster dimensions should be maximum 154 cm height x 94 cm width (portrait
format), posters can be affixed using Velcro. It is authorised to bring a self-standing banner instead of
producing a poster to fix on the structure, as long as the dimensions are approximately the same as
the poster board provided.
For the 2 poster boards, companies are requested to place their posters themselves, only on the day
of the Symposium.
Signposting at the Congress venue other than described above is strictly forbidden. Failure to observe
this procedure shall render the company liable to a fee of up to 25% of the total rental cost.
Hostesses
- Flyer Hostesses
Satellite organisers are allowed to have a limited number (the ratio is defined based on the capacity of
the lecture halls) of hostesses distributing flyers announcing the Satellite Symposium on the ground
floor of the ICM, only on the day the Satellite Symposium is being held. No other ‘flyering’ activity is
allowed.
Note: Hostesses are not included in the satellite symposium rate.
• Guiding hostesses: A limited number of guiding hostesses (directing people to a specific room) are
allowed in the Congress centre as long as they do not distribute anything, as of 1h hour prior to the
official start of the satellite symposium only.
Note: Hostesses are not included in the satellite symposium rate.
The total number of hostesses per Satellite Symposium is limited to 4 hostesses per Symposium.
Hostess badges
Trade Fair Agency is the official partner to contact to hire hostesses for services related to Satellite
Symposia, and we strongly encourage all companies to contact them for hostess services related to
satellite symposia. Hostesses hired through Trade fair Agency do not need to wear a congress badge.
Hostesses hired through a different agency have to wear a valid ‘Satellite Symposium only badge’,
which has to be ordered, from EACR-23 congress secretariat, by the company by the communicated
deadline.
Other means of promotion:
Promotion other than listed in this Exhibitor Manual is strongly discouraged and any initiative or
proposal is subject to the approval of the organiser. Proposals should be sent to the EACR-23
congress secretariat. Violation of the regulation may result in expulsion without any indemnity.
Promotion at congress hotels
Provided authorisation is granted by the appropriate hotel management, leaflets can be placed at the
check-in or a poster can be put up in the lobby of the hotels. No other means of promotion is allowed
in the hotels. Advertising on hotel key cards/door drops is not allowed.
Giveaways
Gadgets that are distributed to participants should be professional in nature and should not exceed a
maximum value of 10 EUR per item. Sharp, pointy or dangerous objects are not allowed. The
organiser reserves the right to request invoices of the gadgets at any time.
Access: set up and badging
•
•
•
•
•
Companies will have access to the hall where the Satellite Symposium is held 1 hour before
the assigned starting time if the scientific programme allows.
Companies must adhere to the indicated start and end times of the reserved time slot.
Extensions beyond the assigned timings are not allowed under any circumstances.
All persons involved in the operations of the Satellite Symposium (staff, technical crew,
speakers...) and everyone attending the Satellite Symposium must have a valid access pass.
The Satellite Symposium must be open to all registered participants. All attendees to the
satellite symposia will be required to wear a badge.
Dismantling
•
•
•
The hall should be completely vacated immediately after the end of the Satellite Symposium.
Companies are responsible for removing all materials, waste, etc. from the room.
IMPORTANT: Satellite organisers should refrain from leaving unused invitations at the
congress venue. In the instance of non-adherence to this rule, any additional cost will be
charged for removal.
Installations or alterations to the rooms can only be made with the explicit approval from the
EACR-23 congress secretariat.
AV Support and Technical equipment
The official AV partner has been selected. Lecture hall floor plans and a detailed list of technical
equipment included in each lecture hall can be requested from Caroline Nsenda,
[email protected]
Catering
• Satellite Symposium organisers may organise receptions before their satellite symposia. Receptions
can only be organised with the EACR-23 official caterer Hoffmann Gastronomie & Catering.
• Receptions cannot be organised during a session of the official Congress scientific programme.
• Reception space must not be used for entertainment, poster displays, presentations or any other
promotional purposes.
• Reception space must be open to all registered participants.
• It is not allowed to serve alcohol during satellite symposium receptions.
All questions related to catering can be directed to Hoffmann Gastronomie & Catering
([email protected]). Please copy Caroline Nsenda at the EACR-23 congress secretariat
([email protected]) in your request.
Free Congress material
Each company organising a satellite symposium is entitled to 2 free congress bags including all
congress material. Each Satellite Symposium organiser will receive vouchers to obtain bags from the
Bag distribution desk in the entrance hall.
PROCEDURE FOR SATELLITE SYMPOSIUM BADGES
– Please read carefully
Please find below the 2 different types of badges that are available for Satellite Symposia organisers,
and what they entitle you to.
1. Full day access badge (reserved for staff only)
•
•
•
•
A maximum of 5 complimentary badges are available for each Satellite Symposium
booked. It will be possible to order additional ones at a cost of 75€ + VAT each.
(Booking form available upon request)
This type of badge grants access to the Congress centre as of 08:00 on the day of the
Satellite Symposium, and to the room where the Satellite Symposium is being held 1h
prior to the start of the Satellite Symposium if the scientific programme allows. It also
grants access to the Speaker Preview Room.
A complete list of names must be emailed to EACR-23 congress secretariat at the latest
on 27 June 2014 to [email protected].
These badges can be picked up at 8:00 on the day of the Satellite Symposium at the
Satellite Symposium registration desk
2. Access 1h prior to the slot (for technical crew, faculty & visitors)
•
•
•
•
These badges only give access to the room where the Satellite Symposium is being held.
They can be picked up 1 hour prior to the start of the Satellite Symposium at the Satellite
Symposium registration desk.
They have to be returned to the registration area at the end of the Satellite Symposium
It is not necessary to send a list of names.
IMPORTANT: persons not mentioned on the ‘full day access’ list of names received for each satellite
symposium will NOT receive a satellite symposium badge until 1 hour prior to the start of the satellite
symposium.
Deadline to send the complete list of names is 27 June.
Speaker preview room
The speaker preview room will manage all projections and will stream the presentations to the
assigned halls automatically. This method guarantees an easier management, a higher quality of
projection and a quicker and smoother running of the presentations.
PowerPoint presentations on USB memory stick (preferred medium) or CD Rom must be delivered at
the speaker preview room at least two hours before the beginning of the satellite symposium.
In the speaker preview room, a technician helps the speaker to transfer his or her presentation into the
central Congress network. When the transfer is complete, the technician performs a quick run of the
presentation with the speaker to check whether the presentation runs correctly and all parts of the
presentation are copied. Desktop computers will be available at the speaker’s secretariat for last
minute changes and reviewing your presentation.
In each session room, a technical assistant starts each presentation at the right time using the
computer connected to the central Congress network. When the presentation is launched, the speaker
has control and can navigate with a remote device.
No more modifications can be made inside the session rooms where the session takes place
Speaker preview room – Speaker guidelines
Language
Presentations as well as all audio-visual material should be presented in English (slides, DVDs ...).
Presentations
All presentations are held in Microsoft PowerPoint on a PC running Windows.
If you are using other software than Microsoft PowerPoint on a PC running Windows (example :
OpenOffice, PowerPoint for Mac, Keynote) please make sure your presentation is converted to
Microsoft PowerPoint for Windows PCs before you travel to the Congress (preferably by trying the
converted presentation on a Windows PC).
Presentations in Acrobat PDF format or Word format are not accepted.
Technical instructions
During the Congress, presentations will run on PowerPoint 2010 with a projector resolution of 1024 x
768 pixels in 4:3 format (not 16:9).
Your presentation should be prepared in PowerPoint 2003, 2007 or 2010.
Preferred page setup is landscape orientation with high-contrast lettering and readable fonts
(minimum font size = 24)
Use high-contrast colours: light text on dark background or vice versa
A maximum of 7 lines / slide and 5 words / line will improve the communication value of your slide.
Suggestions to improve a PowerPoint presentation
• In general: the smaller your PowerPoint presentation (in size) the easier to handle it.
• Any movie/image file must be in the same folder of the Power Point presentation and must be
copied in the folder before being included in the presentation. (1) Alternatively use "Pack and
go" or "Package to CD/DVD/USB" in PowerPoint 2003 and 2007. For ease of possible
assistance if there is a problem with your movies (not playing on standard machines because
•
•
•
codecs under which the movie was recorded are unknown and uninstalled on standard
machines) we recommend not to use the new feature in PowerPoint 2010 to EMBED the
movies inside your presentation. We advise to LINK to the movie file.
We suggest putting maximum one movie per slide.
The following media are recommended to facilitate the presentation download at the Slide
Centre: USB memory sticks (preferred medium), CD-ROMs and DVD. It is also possible
to download the presentation from a personal laptop at the Slide Centre, provided that
the speaker stops at the Slide Centre at least two hours before the beginning of the session.
Only single projection is available in the Congress rooms, as the Organizer does not foresee
the double projection.
Transitions:
Please don’t use timer controlled transitions. Timer controlled transitions are transitions that will switch
to the next slide after x seconds or minutes. This will interfere with our cue light system and confuse
you during your talk.
Pictures:
Do NOT save the picture as BMP or TIFF (size is too big). Images with .gif and .jpg extensions are
recommended to obtain a light presentation (other kinds of extensions - recognizable by Power Point will be accepted all the same).
Save the pictures used in your presentation on your CD, DVD or USB-stick (In case of problems we
can re-insert the original).
Video:
Movies must not exceed 50 MB each (50 mb is not necessary the limit, we can handle larger movies
without any problems but the video may not show up smoothly). Always bring your movies on DVD or
other support, and inform the technicians at the Slide Centre the day before the presentation.
MPG (MPEG), WMV or AVI are the only acceptable video formats
When using videos in (Apple) QuickTime: convert them to MPG or AVI before inserting the video in
your presentation. QuickTime (MOV, MP4) cannot be played in PowerPoint and thus are not accepted
Save the videos used in your presentation on your USB-stick CD or DVD (In case of problems we can
re-insert the original).
HTML:
If you use hyperlinks to websites in your presentations, please download the website to your USBstick CD or DVD. Try to avoid many different folders on the medium.
Graphics:
Save the graphics or spreadsheets (Excel) used in your presentation on your USB-stick CD or DVD
(In case of problems we can re-insert the original graphics or spreadsheets).
Fonts:
Try to avoid use of non-Standard Windows fonts. If you are using specific, non-Standard Windows
fonts (or if you are using Apple fonts not known on Standard Windows) then: include the fonts you
have used on your USB-stick CD or DVD.
Apple:
Please give your filename an extension “.PPT”.